This Privacy Policy explains how the Australian Youth Affairs Coalition (ABN 98 468 177 911) (AYAC) collects, uses, discloses and handles personal information and your rights in relation to the personal information we hold.

We act consistently with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). The APPs inform the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

What is Personal Information and Why Do We Collect It?

Personal Information is information or an opinion that identifies an individual. We collect and hold a range of Personal Information necessary to carry out our activities and functions. The kinds of Personal Information that we collect and hold about you will depend upon the nature of our relationship with you.

The Personal Information we typically collect includes, but is not limited to:

• personal details (such as your name, age, date of birth and pronouns)

• contact details (such as your phone number, email address and postal address);

• your image (such as photos and video recordings);

• any languages that you may speak; and

• other personal information that you provide to us (such as when you respond to an invitation to attend an event).

• information contained in resumes;

• educational details, academic and other transcripts, employment history, skills and background checks;

• references from past employers and referees;

• information collected during the interview or assessment process; and

• personal information required to make payments, such as bank account details, tax file number and superannuation details.

• your job title or details of your role within the organisation;

• your contact details at the organisation (such as your office phone number or email address); and

• any other information necessary to manage and administer our relationship with you as a representative of your organisation or institution.

When we collect Personal Information, we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Sensitive Information

Sensitive Information is defined in the Privacy Act to include information or opinion about such things as an individual's racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.

The Sensitive Information we typically collect includes, but is not limited to:

• health information (such as medical history, dietary requirements, allergies, medication requirements, disability, medical diagnoses, medical plans);

• racial or ethnic origin, religious beliefs or affiliations, country of birth or Aboriginal or Torres Strait Islander status;

• membership of a political, professional or trade association or trade union; and

• criminal history.

Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Disclosure of Personal Information

Your Personal Information may be disclosed in a number of circumstances including the following:

• third parties where you consent to the use or disclosure; and

• where required or authorised by law.

Security of Personal Information

Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure. When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. Most of the Personal Information is, or will be, stored in files which will be kept by us for a minimum of seven (7) years.

Access to Your Personal Information

You may access the Personal Information we hold about you and to update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

The Australian Youth Affairs Coalition will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information. In order to protect your Personal Information, we may require identification from you before releasing the requested information.

Maintaining the Quality of Your Personal Information

It is an important to us that your Personal Information is up to date. We will take reasonable steps where possible to make sure that your Personal Information is accurate, complete and up to date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records.

Policy Updates

This Policy may change from time to time and is available on our website.

Privacy Policy Complaints and Enquiries

If you have any queries or complaints about our Privacy Policy, please contact us at:

Australian Youth Affairs Coalition

GPO Box 5510

Melbourne Victoria 3000

info@ayac.org.au

You can also contact the Office of the Australian Information Commission to make a complaint:

Office of the Australian Information Commissioner

GPO Box 5218

Sydney NSW 2001

1300 363 992

enquiries@oaic.gov.au